25 November 2024
How to implement change at your practice without alienating staff
Change is an inevitable part of any organisation, whether it involves shifts in production, technology, or organisational structure. However, navigating these changes in a way that maintains employee trust and morale is crucial. Here’s how to implement significant changes while ensuring your staff feels valued and informed.
The Health Professionals and Support Services Award 2020 (the ‘Award’) requires employers to follow this process if a major workplace change is to have any significant effect on an employee. Significant effects, defined by the Award include, but is not limited to the termination of employment, reduction of job or promotion opportunities, the alteration of hours of work, or being transferred to another work location. Not all workplace changes will significantly impact staff, but this process is an effective way to mitigate risks and ensure that employees feel included and valued during any transition.
- Provide early and clear communication
When a major workplace change is on the horizon, it’s essential to notify all employees who may be affected as well as their representatives. Early communication helps to mitigate anxiety and uncertainty. Share the details of the planned changes and ensure everyone understands the potential impact on their roles:, the following are ways to ensure employees feel they are being effectively communicated:
Send written notices: It is crucial that an employer clearly outlines the nature of the changes, expected outcomes, and any relevant information that might affect employees.
Be transparent: While an employer may need to protect certain confidential information, strive to be as open as possible with employees about what changes may occur.
- Foster open dialogue
After notifying your employees, initiate discussions about the changes. This consultation process should be a two-way conversation where employees can voice their concerns and suggestions:
Introduction of changes: Explain the rationale behind the changes.
Impact on employees: Discuss how these changes are likely to affect their roles and the organisation or practice.
Mitigation strategies: Work together to identify ways to minimise any negative impacts on staff, whether that’s through retraining, adjusting work hours, or exploring new opportunities.
- Address employee concerns
During discussions, actively listen to the concerns raised by employees and their representatives. Showing that you value their input not only helps to build trust but can also lead to better solutions:
Be receptive: Take all feedback seriously and consider it carefully when planning the implementation of changes.
Follow up: After discussions, provide updates on how their input is being incorporated into the change process.
- Recognise the potential impact
It's essential to recognise that significant changes can impact employees in ways that may not have been initially identified by the employees themselves. These effects can include, but are not limited to:
- Job security concerns
- Alterations in roles or required skills
- Changes in hours of work or job restructuring
By understanding these potential impacts, you can better prepare your employees and help them navigate through a transition of change.
- Despite resolution
Despite your best efforts, disputes may arise during the change process. It’s essential to have a clear dispute resolution procedure to address any issues that may occur following the implementation of workplace change. During the dispute resolution process, work must continue as usual, and employees should comply with reasonable directions from their employer regarding safe and appropriate work tasks.
Initial discussion: Start by resolving the dispute at the workplace level through discussion between the affected employee and their supervisor.
Escalate as needed: If the issue remains unresolved, escalate the discussion to more senior management for further dialogue.
Referral to the Fair Work Commission: If resolution is still not achieved, either party may refer the dispute to the Fair Work Commission, where they can choose methods such as mediation or conciliation.
Ongoing support: Parties involved may appoint representatives or support persons to assist in discussions.
- Follow up and evaluate
Following up and evaluating the implementation of change is essential for a successful transition and for ensuring employees feel supported throughout the process. By prioritising evaluation, businesses can not only assess the effectiveness of the changes but also foster a culture of trust and collaboration among employees:
Regular check-ins: Organise regular check-in meetings with staff to discuss how the changes are being perceived. Create a safe space for employees to express their thoughts and suggestions regarding the changes.
Establish ongoing evaluation: Make follow up and evaluation a continuous process rather than a one-time event. Regularly reassess how changes are affecting the organisation and be proacting in seeking improvements.
Document lessons learned: Take the time to document what worked well and what didn’t. Compile insights and lessons learned into a resource that can be reference for future change management efforts.
Implementing workplace change doesn’t have to be a daunting task that alienates staff. By prioritising clear communication, fostering open dialogue, and addressing concerns proactively, you can create an environment where employees feel supported and engaged throughout the entire process. Embrace change as an opportunity for growth, both for your business and your team.
For more information on how to implement change successfully at your practice, please contact your ADA HR Advisory Service on 1300 232 462.
